Module V Business Correspondence 1 - Quia · Business Correspondence 1 Time is a precious commodity...

transcript

Business Writing

Firefly Electric and Lighting Corp. Learning and Development

Human Resources Department

Module V

Business Correspondence 1

Business Writing

Module VB

Business Correspondence I

Lessons 1

Writing Memorandum

Module VB: Business Correspondence 1:

Writing Memorandum

There are issues, concerns or information that need to be disseminated to a person, a department or entire staff of a company to make them aware of these issues, concerns or information and motivate them to take action. A memorandum does that function.

Writing Memorandum

In this module, we will discuss the basic purposes for writing a memorandum, the types of memoranda, parts and basic format of memoranda used in inter-office communication and learn some tips in writing memorandum.

Writing Memorandum Definition: Memorandum is derived from a Latin verb

”memoro” which means “to call to mind, to mention, to recount.”

It is a short written communication prepared for one person, a group of people or the entire company, that focuses on a single topic containing a report or information about a particular issue or concern and recommends or requests the reader to take action

A memorandum or memo for short, is an interoffice communication

The recipients are either one person, a group or the entire personnel in a company.

The purposes of memorandum are to: • inquire for or give information • issue instructions or directives • present informal reports • give suggestions • request for help • remind of dates, meetings, events, tasks, etc. • provide response

Memos are used to inform

recipients about changes

in company policies,

operating new equipment,

fire drill procedures,

health and wellness information, safety in

the workplace procedures, changes in

staff advancement, etc

TT Types of Memoranda

• Directive memorandum – states a policy or procedure to be followed by employees. • Persuasive memorandum – influences or induces somebody to carry out an action as intended by the sender. • Field report memorandum- reports on the inspection, observation or procedure done outside of the office premises or in the field.

P Parts of a Memo:

1. Heading 2. Opening 3. Summary 4. Discussion 5. Closing 6. Necessary Attachment (s)

Writing Memorandum 1. The Heading Segment

The heading consists of the following: • To: the name of the recipient(s) with their job title(s) • From: the name of the sender and his /her job title • Date: current complete date when the memo is sent • Subject or Re: the topic, matter, or situation that is going to be discussed and acted upon * In some memos the date is located in the first line of the heading.

Writing Memorandum

2. The Opening Segment - States the purpose of the memo. - Identifies the exact reason for writing the memo to make it clear to the reader.

3. The Summary Segment - Provides more details about the topic if necessary. - Contains important suggestions on the possible ways to act regarding the topic.

Writing Memorandum 4. The Discussion Segment

-Includes all the details needed to support the idea or suggestions presented in the summary segment. -Lists recommendations in dealing with the topic or concern. -Suggests imminent glitches or drawbacks that are forthcoming. -Proposes ways on how to make sure these glitches / drawbacks will not take place.

Writing Memorandum 5. The Closing Segment

- Makes a courteous closing statement. No complimentary close nor signature of the sender is necessary. - States the action the sender wants the recipient(s) to take. - Indicates the advantages that the recipient(s) can derive from the information obtained from the memo.

Writing Memorandum 6. Necessary Attachment(s)

Some memos may need attachments to provide more detailed information. These attachments can be in form of tables, charts, lists, or receipts. Indicate what attachment is included in the memo in the closing segment.

Format to use in a Memorandum 1. Present important details in bullet

or in list. 2. Center or capitalize important

details for emphasis. 3. Use underlining and side headings

to show natural breaks. 4. Use bold face and italics when

appropriate.

P Format to use in a Memorandum

5. Keep memos short but use specific and precise language. 6. Use business –like tone. 7. Allot 1/8 of the memo for the heading 8. 1/4 of the memo should be given to the opening segment 9. Summary and discussion take 1/2 of the memo

Format to use in a Memorandum 10. Closing with attachment takes 1/8 portion of the memo. 11. Stick to the format.

P The Heading

G C Example 1 Genesis Corporation

=================================================== Date: June 11, 2017 To: James Nicholas G. Torres, Collection Supervisor From: Justin Vargas, General Manager Re: New Policy on Billing and Collection =================================================== Note 1: The company logo is found centered at the top. The title Memorandum is in full caps The spacing between the components is double spaced Break lines separate company logo from heading and next component.

MEMORANDUM

P Heading: see format in the preceding slide ========================================================== Opening: (Purpose) The purpose of this memo is to notify the Collection Department staff that a training session will be held on June 21, 2017 at 8:30am, to be held in the Training Room to learn an innovative way of billing and collection. Summary: Mr. Carlos Valencia, our NSM brought this technique from Hague, Switzerland where he attended an international sales convention. The company that presented this to the delegates increased their billing and collection efficiency by 42% Note 2: All components are left flushed. Text are aligned , single space. Double space between paragraphs.

Heading, Opening and Summary are explained in preceding slides Discussion: The training session will start at 8:30am until 6:30pm. The Admin Department will take charge of distributing the materials and reproducing the handouts the collection staff will be using in the training session. Please ask your staff to bring calculators which they will use for case studies involving comparison of our traditional billing and collection system and this innovative method.

P Heading, Opening, Summary and Discussion are explained in preceding slides Closing: Contact me for any concern you may have. Your compliance will be much appreciated. Attachment: 1 (Schedule of Presentation) =========================================== Note 3: There is no need for complimentary close nor signature for a memo.

P Example 2: Genesis Corporation ==========================

MEMORANDUM Date: June 9, 2017 To: Creatives Department Attn: Joanna Alampay, TL From: Marissa Montinola, Marketing Manager Re: Preparation for Neolight LED Promotion ===================================================

P =============================================================

This is a confirmation of the promotional schedule as a result of our meeting yesterday. Schedule Task Completion Date • Divide the team into 4 pairs June 10 • Jessa & Randy to research and compile information June 15 • Lerie & James to do the package design & text June 23 • Mark & Jet to do the poster design & text June 23 • Charles & Romie to do the advertising design and text June 23

• Joanna to review and critique all designs June 24 • Submit to me for final approval prior to printing June 30 Contact me for any concern you may have. Your compliance will be much appreciated.

Tips in Writing Memorandum 1) Make sure that the body of the text is written in clear, concise and grammatically correct language 2) State the most important point first, then move to details. 3) Keep message, simple, clear and brief and straight to the point 4) Double space between sections of the header with the texts aligned

P Tips in Writing Memorandum

5) Keep paragraphs short. Keep it at 5-6 lines, 6) Be formal in addressing the intended reader. Don’t use nicknames. 7) Use headings and bullets rather than paragraphs to convey your message. 8) Always check your work for errors: grammar, spelling, typographical errors involving names,

dates or numbers. 9) Close by encouraging readers to take action. 10) Use attachments if necessary.

Business Writing

Module VB

Business Correspondence 1

Lesson 2

Writing Meeting Agenda

Module VB, Lesson 2 Business Correspondence 1

Time is a precious commodity in business; you cannot afford to have discussions go all over the place. This is why the agenda is an integral part in keeping meetings focused, organized, and flowing well. It provides a systematic and orderly way to manage the meeting.

In this module, we will discuss the basic structure of agenda, how to select agenda format and tips and techniques when writing agenda.

Module VB, Lesson 2 Business Correspondence I: Writing

Meeting Agenda Definition: Agenda is a list of items written in the

order of their importance that is going to be considered, discussed and acted upon in a formal meeting.

The word comes from Latin, “agendum” which means “ those things which must be driven forward.” The singular form in English, “agendum” has come to mean “ an item in the agenda” The plural form is “agendas”.

The objectives of an agenda are:

1) To familiarize attendees of the concerns to be discussed and be acted upon during the meeting.

2) To brief the attendees how they should prepare for the meeting and what they should bring.

3) To give the attendees an awareness or foreknowledge of the possible end result of the meeting.

The Basic Structure of Agenda

Date, Time, Location and Estimated Duration of the Meeting

Purpose of the Meeting

Expected Attendees

Advanced Preparation Guidelines

Writing Meeting Agenda The structure of the agenda:

• Heading consists of the name of the group, date, time and place/venue

• Statement of the purpose/ objectives of the meeting

• Name of presiding officer and secretary

• The list of the attendees

• Meeting duration – estimated starting time and ending time

Writing Meeting Agenda • Approval of the minutes of the previous

meeting

• List of items/topics to be taken up. Time allotted for each topic and speaker(s)

• Any Other Business (AOB)

Writing the Meeting Agenda

• Rank the topics in descending order

Priority of Items

• Combine items that are related and or similar

Logical Flow

• Be reasonable in setting the time Timing

Writing the Meeting Agenda Factors to consider in writing a meeting Agenda: • Priority of Items o Consult everyone involved in the meeting what

topics should be included in the agenda. At least, seek confirmation from your team if the agenda is accurate and complete.

o Rank the topics in descending order of importance and urgency. This way, it’s the less priority topics that get sacrificed in case there’s no more time.

Writing the Meeting Agenda • Logical Flow

o Start with topics arising from the previous meeting before new stuff, unless new issues are more important.

o Combine items that are related and or similar.

o Start with ‘informational items’ first, before items that require critical thinking and decision-making.

Writing the Meeting Agenda – Allot time for questions.

– Close with a wrap-up session.

• Timing

– Plan for only 30 minutes to 1 hour and 30 minutes. Anything longer tends to be unproductive because of attendees’ fatigue.

– Be reasonable in setting the time that will be spent on each topic. If the discussion has to be really focused, state in the agenda what precisely would be discussed.

Choosing a Format

When will the agenda be

viewed

The context of the meeting

The purpose of the agenda

Writing Meeting Agenda There are many different formats of a meeting agenda, although very few stray from the basic structure. The agenda format to use depends on: 1. When the attendees are going to view the agenda. • A week before hand for meetings of long duration. • On the very day for emergency meetings. • One or two days before for regular weekly meetings.

Writing Meeting Agenda 2. The context of the meeting- the attendees’

familiarity with the agenda can determine how detailed and formal the agenda should be.

3. The purpose of the agenda – some agenda are designed as invitation to potential attendees to find out their input in a discussion such as in problem solving or in planning future sets of activities with specific goals.

The agenda may serve as an orientation to attendees to inform them of matters resolved from previous meetings or matters arising from previous meetings. It is also used to inform attendees of what is expected to happen during a certain event.

Writing Meeting Agenda Best practices for using agenda:

1. Schedule most important topics first.

2. Each agenda item should have a time allotted to it.

3. Stick to agenda schedule but be flexible by covering as much ground as possible.

4. Leave time for AOB (any other business) and for question and answer.

Writing Meeting Agenda 5 P’s in deciding a format for a productive meeting agenda: • Purpose is needed to identify your purpose in calling for a meeting. Is it to: o discuss problems? o make a collective decision? o disseminate information? o make an announcement? o build commitment? o brainstorm? o gather feedback?

Writing Meeting Agenda • Participants should consist of:

o people who need to be involved.

o people who will be significantly impacted by decisions or outcomes of the meeting.

o people who possess the skills vital to the accomplishment of the goals of the meeting.

- the problem identifiers

- the problem solvers

- the resource controllers

- the decision makers

Writing Meeting Agenda • Process refers to the steps of how the meeting should be conducted: o Begin by stating the purpose/goal of the meeting o Explain the roles of participants o Review past business o Conduct present business o Summarize key points o Allow for question and answer o Find out AOB o Set date, time, venue for next meeting o Adjourn

Writing Meeting Agenda • Perspective refers to the particular assessment of the outcome of the meeting. o Evaluate the effectiveness of the meeting. o Determine whether the purpose or goal of the meeting was achieved. o Take note of what can be improved in future meetings, such as the decision-making process. o Note items in the current meeting that will need to be discussed further in the next meeting.

Writing Meeting Agenda • Planning/Preparation involves making a list

to ensure the smooth flow of the meeting.

o list of the goals of the meeting

o list of items needed to be covered in the meeting

o time limit allotted to each topic

o allowable time for question and answer

o List of topics in the order of importance

o List of items discussed in the previous meeting,

the minutes needed to be approved

Tips and Techniques when writing meeting agenda:

1) Set up a standard meeting agenda.

2) Determine the goal(s) of the meeting. Get the participants’ input.

3) Send out agenda in advance.

4) Inform participants beforehand if they are required to speak in relation to an agenda item.

5) Set an appropriate time for the discussion of each agenda item.

6) Do include supporting documentation for agenda item when needed.

Example of Meeting Agenda Header: Name of the Company

Meeting Title: Packaging Design for LED Luminaire

Facilitator Alexander Ruiz

List of Items to be acted upon

Duration Note taker Stella Abellar

Meeting Agenda 1. Presentation of 3

package designs by Aika, Lemuel and Kent.

2. Text and sketch by Jonathan

3. Peer review 4. AOB

15 minutes each 15 minutes 15 minutes 15 minutes

Department Marketing

Date June 12, 2016

Time Started 3:00 pm

Time Ended 4:30 pm

Example of Meeting Agenda Attendees

1.Alexander Ruiz Marketing Manager 2.Stella Abellar Team Leader, Graphic Designs 1.Aika Evangelista Graphic Artist 2.Lemuel Jardinico Graphic Artist 3.Kent Canlas Graphic Artist 4.Jonathan Lio Assistant Marketing Manager

Details In- Charge Due Date Remarks

Peer review of packaging design and text presentation

Alexander Ruiz, chairman

June 12, 2016 If no revision is necessary, the design goes to printer

If revision of Package Design is needed

Lemuel Jardinico June 15, 2016 If no revision is necessary, the design goes to the printer.

If revision of text presentation is needed

Jonathan Lio June 15, 2016 If no revision is necessary, the design goes to the printer

AOB Wrap-Up Schedule of next meeting

Facilitator June 15, 2016

Example of Meeting Agenda

Writing Emails

Let’s Review

Writing Memorandum 1. Which of these is not a topic for a memorandum? a) announcement of staff promotion. b) directive concerning environmental safety. c) Announcement of the pregnancy of a staff d) Reminder of a committee meeting.

Writing Memorandum 2. Which of these is NOT a purpose of a

memorandum?

a) to discuss promotion campaigns

b) to form a partnership with another company.

c) to give guidelines in sending out official communication

d) To notify members of their health benefits

Writing Memorandum

3. Attachment to a memorandum may NOT include: a) expense report c ) tables b) charts d) videos 4. A memo reporting the loss of materials in a construction site falls under: a) technical memo c.) field report memo b) persuasive memo d) directive memo

Writing Memorandum 5. A portion of the memo that gives a list of recommendations on how to deal with a concern is: a) Summary c) discussion b) Opening d) none of the above 6. Which of these is not appropriate for a heading of a memo: a) To: Mary Buendia b) Re: Allotment of Parking Space c) From:Harold Puey, CEO d) Date: June 15, 2017

Writing Memorandum

7. Most of the space in a memorandum should be given to: a) Heading c) summary and discussion b) Opening d) closing 8. Which of these is NOT true? a) Break lines can be found between heading and opening. b) Body text should be single spaced. c) It is acceptable to address a friend by his nickname d) Break lines can be found between company name ,logo and header.

Writing Memoranda

If you got a score of 5 or less in any of the practice exercises, please review the notes on Writing Memoranda before taking the quiz.

Please look over the uploaded Powerpoint notes in Quia and check whether there are other facts you need to include in your Cheat Sheet.

Let’s Review

9. The basic structure of an agenda DOES

NOT include:

a) Purpose of the meeting

b) Advanced preparation guidelines

c) The expected outcome of the meeting

d) Date, time, location, and estimated

duration of the meeting

Writing Meeting Agenda 10. Which of the following statements is NOT true? a) It is recommended that you state items for discussion using results-oriented action words. b) You should advise attendees what they need to bring to the meeting. c) “Decide on which vendor to award Sunrise account to.” is a better agenda item than “Sunrise Account.” d) It is impossible to determine how much time will you approximately spend on each agenda item.

Writing Meeting Agenda 11. Which of the following is NOT true?

a) Agenda items should be from minor topics to major topics.

b)The estimated time of the meeting should be based on time allotted for each item.

c)The purpose of the meeting should be placed after the heading.

d)The agenda of the meeting should be sent to the attendees 2 or three days before the meeting.

Writing Meeting Agenda 12. Which of the following statements is NOT true?

a)Agendas for meetings that happen regularly

are usually as detailed as other agendas.

b)Word processing software offers agenda

templates and agenda wizards.

c)It is recommended to distribute the agendas

days before meeting.

d)Some agendas are meant as orientations.

13. Which of these statements is true?

a) New issues are discussed ahead of issues from previous meeting.

b) Informational items should be discussed ahead of issues that need to be decided.

c) To be productive, longer meeting hours should be scheduled.

d) None of the above

14. Which of the following is NOT something

the agenda format depends on?

a)When the attendees are going to view

the agenda

b)The estimated time of the meeting

c)The purpose of the agenda

d)The context of the meeting

Writing Meeting Agenda 15. Who should be attending a meeting? i. People who can pinpoint existing problem(s). ii. People who can offer solution to existing problem (s). iii. People who can provide financial requirements. iv. People who critique procedures. a) I, ii ,iii c) ii, iii, iv b) Iii, iv, i d) iv, I, ii

If you got a score of 5 or less in any of the practice exercises, please review the notes on Writing Meeting Agenda before taking the quiz.

Please look over the uploaded Powerpoint notes in Quia and check whether there are other facts you need to include in your Cheat Sheet.

Writing Memorandum and Meeting Agenda

Module VB

LESSON 1

Answers to

Writing Memoranda

Writing Memorandum 1. Which of these is not a topic for a memorandum? a) announcement of staff promotion. b) directive concerning environmental safety. c) Announcement of the pregnancy of a staff d) Reminder of a committee meeting.

Writing Memorandum 2. Which of these is NOT a purpose of a

memorandum?

a) to discuss promotion campaigns

b) to form a partnership with another company.

c) to give guidelines in sending out official communication

d) To notify members of their health benefits

Writing Memorandum

3. Attachment to a memorandum may NOT include: a) expense report c ) tables b) charts d) videos 4. A memo reporting the loss of materials in a construction site falls under: a) technical memo c)field report memo b) persuasive memo d) directive memo

Writing Memorandum 5. A portion of the memo that gives a list of recommendations on how to deal with a concern is: a) Summary c) discussion b) Opening d) none of the above 6. . Which of these is not appropriate for a heading of a memo: a) To: Mary Buendia b) Re: Allotment of Parking Space c) From:Harold Puey, CEO d) Date: June 15, 2016

Writing Memorandum 7. Most of the space in a memorandum should be

given to: a) heading c) summary and discussion b) opening d) closing 8. Which of these is NOT true? a) Break lines can be found between heading and opening. b) Body text should be single spaced. c) It is acceptable to address a friend by his nickname d) Break lines can be found between company name ,logo and header.

Module VB

LESSON 2

Answers to Writing

Meeting Agenda Quiz

9. The basic structure of an agenda DOES

NOT include:

a) Purpose of the meeting

b) Advanced preparation guidelines

c) The expected outcome of the meeting

d) Date, time, location, and estimated

duration of the meeting

Writing Meeting Agenda 10. . Which of the following statements is NOT true? a) It is recommended that you state items for discussion using results-oriented action words. b) You should advise attendees what they need to bring to the meeting. c) “Decide on which vendor to award Sunrise account to.” is a better agenda item than “Sunrise Account.” d) It is impossible to determine how much time will you approximately spend on each agenda item.

Writing Meeting Agenda 11. Which of the following is NOT true?

a) Agenda item should be from minor topics to major topics.

b)The estimated time of the meeting should be based on time allotted for each item.

c)The purpose of the meeting should be placed after the heading.

d)The agenda of the meeting should be sent to the attendees 2 or three days before the meeting.

Writing Meeting Agenda 12 Which of the following statements is NOT true?

a) Agendas for meetings that happen regularly

are usually as detailed as other agendas.

b) Word processing software offers agenda

templates and agenda wizards.

c) It is recommended to distribute the agendas

days before meeting.

d) Some agendas are meant as orientations.

13. Which of these statements is true?

a) New issues are discussed ahead of issues from previous meeting.

b) Informational items should be discussed ahead of issues that need to be decided.

c) To be productive, longer meeting hours should be scheduled.

d) None of the above

14. Which of the following is NOT something

the agenda format depends on?

a)When the attendees are going to view

the agenda

b)The estimated time of the meeting

c)The purpose of the agenda

d)The context of the meeting

Writing Meeting Agenda 15. Who should be attending a meeting? i. People who can pinpoint existing problem(s). ii. People who can offer solution to existing problem (s). iii. People who can provide financial requirements. iv. People who critique procedures. a) I, ii, iii c) ii, iii, iv b) Iii, iv, i d) iv, i, ii

: Writing Memorandum and Meeting Agenda Quiz

1. Please proceed to www. Quia.com/web.

2. On the space provided, enter your log in name and your password.

3. Under “Quiz”, please select Module VB, Lessons 1 & 2, Quiz 1.

4. Follow the instructions in the quiz.

5. Follow these same steps when you go to succeeding quizzes after every lesson.

End of Module VB, Lessons 1-2: : Writing Memorandum and Meeting

Agenda

Module V Business Correspondence 1 - Quia · Business Correspondence 1 Time is a precious commodity...

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